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10
LESSON SKILL MATRIX
Skill
Exam Objective
Working with Comments
Insert and edit comments.
Show or hide markup.
Move to the previous or next comment.
Delete comments.
6.1.1
6.1.2
6.1.3
6.1.4
Merging Changes from Multiple
Copies of a Presentation
Compare and combine presentations.
6.2.2
Protecting a Presentation
Set a password.
Change a password.
Mark a presentation as final.
7.4.1
7.4.2
7.4.3
Saving a Presentation in Different
Formats
Save the presentation as a picture
presentation.
Save the presentation as a PDF.
Save the presentation as an XPS.
Save the presentation as an outline.
Save the presentation as an OpenDocument.
Save the presentation as a show (.ppsx).
Save a slide or object as a picture file.
7.1.1
7.1.2
7.1.3
7.1.4
7.1.5
7.1.6
7.1.7
Create video.
7.2.2
Creating a Video
Objective Number
KEY TERMS
• comment
• encrypting
• Mark as Final
• markup
• OpenDocument
• password
• PDF
• picture presentation
• platform-independent
• PowerPoint Show
• Rich Text Format (rtf)
• Windows Movie Video
(wmv)
• XPS
• XPS Viewer
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Lesson 10
You are the Human Resources Director for Contoso, Ltd., a large company
that manufactures automotive parts. You must give a 30-minute presentation to senior management and prominent shareholders during
the company’s annual operations review. You have asked a colleague to
give you some feedback, and she has inserted comments that you need
to address. You will add some comments of your own before finalizing
the presentation and share them with the Vice President for Operations,
who has promised to look over the slides before you present them. You
can use PowerPoint to handle chores such as viewing and working with
comments, password-protecting a file, comparing and combining versions, and saving the presentation in different formats for the various
audiences that will be reviewing it, including a video format for people
who might not have PowerPoint at all.
SOFTWARE ORIENTATION
Microsoft PowerPoint’s Review Tab
Tools on the Review tab make it easy for you to add comments to a slide and apply protection to the presentation. Figure 10-1 shows the Review tab.
Figure 10-1
The Review tab
Tools for
proofreading and language
Tools for
Tools for
managing comments comparing and merging presentations
Besides allowing you to add comments, the Review tab lets you check spelling, access references such as encyclopedias, use a thesaurus, translate a word or phrase, or set the current
language.
WORKING WITH C OMMENTS
The Bottom Line
A comment is a note you insert on a slide. You can insert comments on slides to suggest content changes, add reminders, or solicit feedback. Use comments on your own presentations or
on presentations you are reviewing for others. You can also let other people review your presentations and add comments addressed to you. PowerPoint’s Review tab makes it easy to view,
insert, edit, and delete comments.
Viewing Comments
Use the Show Markup button on the Review tab to show or hide comments. (Markup refers
to both comments and marked changes in the file, but in this section we deal only with comments.) The Next and Previous buttons make it easy to jump from comment to comment in a
presentation. In this exercise, you view the comments in a presentation.
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STEP BY STEP
The HR Review file is
available on the book companion website or in WileyPLUS.
317
View Comments
GET READY. Before you begin these steps, make sure that your computer is on. Log on, if
necessary.
1. START PowerPoint, if the program is not already running.
2. Locate and open the HR Review presentation and save it as HR Review Final.
3. Note the small comment marker in the upper-left corner of the slide, as shown in
Figure 10-2.
Figure 10-2
A comment marker indicates a
comment on the slide
Comment
marker
WileyPLUS Extra! features an
online tutorial of this task.
4. Click the Review tab, and then click Show Markup. The comment marker is hidden.
5. Click Show Markup again to redisplay the comment marker.
6. Rest the mouse pointer on the comment marker to display the comment, as shown in
Figure 10-3.
Figure 10-3
View the comment by pointing
at its marker
7. Move the mouse pointer away from the comment marker, and on the Review tab, click
Next. The comment redisplays.
8. Click the Next button again to go to the second comment by Karen Jones. Ms. Jones
suggests adjusting the diagram.
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Lesson 10
9. Click the SmartArt diagram, click the SmartArt Tools Design tab, click the More button
in the SmartArt Styles group, and click Intense Effect. Click Change Colors, and click
Gradient Loop-Accent 6. The diagram now has the “pop” Ms. Jones suggested, as
shown in Figure 10-4.
Figure 10-4
The revised diagram
6.1.2
How do you show and hide
markup?
6.1.3
How do you move to the
previous or next comment?
10. Click the Review tab, and then click the Next button to go to the next comment by
Karen Jones.
11. Click the Previous button twice to return to the first comment on slide 1.
12. SAVE the presentation.
PAUSE. LEAVE the presentation open to use in the next exercise.
Comments are identified by the initials of the user who entered them. When you display a comment, the full name of the person who inserted the comment displays, along with the date on
which the comment was inserted.
When you open a presentation that has comments inserted, the comment markers are visible by
default. If you do not want to see the comment markers as you work, you can click the Show
Markup button on the Review tab to hide the markers.
Inserting a Comment
To add a comment to a slide, use the New Comment button on the Review tab. Comment
markers are color-coded, so that if more than one reviewer adds comments, it is easy for you
to identify the commenter simply by color. Comments are numbered consecutively as they are
inserted, regardless of the order of slides. If you insert your first comment on slide 5, it will be
numbered 1. If you insert your second comment on slide 1, it will be numbered 2. In this exercise, you will insert a comment in a presentation.
STEP BY STEP
Insert a Comment
USE the HR Review Final presentation that is still open from the previous exercise. You are
now ready to add your own comments to the presentation, which you are going to send
to the Vice President for Operations.
1. Click the File tab, and click Options. The PowerPoint Options dialog box opens.
2. In the PowerPoint Options dialog box, enter your own name and initials in the User
Name and Initials boxes (see Figure 10-5). Then click OK to accept them.
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319
Figure 10-5
Specify the name and initials
to be associated with the
comments you will enter
3. With slide 1 displayed, click the New Comment button on the Review tab. A new
comment box opens, as shown in Figure 10-6.
Figure 10-6
A new comment box ready for
you to type a comment
Take Note
Notice that the box color for your comments is different from that used for Karen Jones’s
comments.
4. Key the following text in the comment box:
Peter, I have already received feedback from Karen Jones. Please suggest any further
changes you think necessary to make this a dynamite presentation.
5. Click outside the comment box to close it. Your comment marker should display on the
slide slightly overlapping Karen Jones’s comment marker.
6. Go to slide 10, and then click the New Comment button.
7. Key the following text in the comment box:
Peter, please see Karen’s comment on this slide. I don’t have access to Design Dept.
schedules. Can you confirm the lag time is now only 4 to 5 weeks?
8. Click outside the comment box to close it.
9. SAVE the presentation.
PAUSE. LEAVE the presentation open to use in the next exercise.
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Lesson 10
6.1.1
How do you insert a comment
on a slide?
If no object is selected when you insert a comment, the comment marker appears in the upperleft corner of the slide. If an object is selected, the comment marker appears next to the selected
object. You can also drag a comment marker anywhere on a slide. Moving a comment marker
allows you to associate the comment with a specific area of the slide, such as a picture or a bullet
item.
Editing a Comment
Like any other text in a presentation, comment text should be clear and concise. If you find
upon review that your comments do not convey the information they should, you can reword,
insert, or delete text in the comment box. Use the Edit Comment button to open a comment
box so you can modify the text. In this exercise, you edit a comment.
STEP BY STEP
Edit a Comment
USE the HR Review Final presentation that is still open from the previous exercise.
1. Go to slide 1, click your comment marker, and then click the Edit Comment button on
the Review tab. The comment box opens for editing, as shown in Figure 10-7.
Figure 10-7
Open the comment box for
editing
Another Way
Right-click the
comment you want to edit,
then select Edit Comment from
the shortcut menu.
6.1.1
2. Select the text to make this a dynamite presentation at the end of the second
sentence, and press Delete. You have removed text from the comment.
3. Click outside the comment box to close it.
4. SAVE the presentation.
PAUSE. LEAVE the presentation open to use in the next exercise.
If you rest the pointer on a comment marker or click it, you can read the text but cannot edit it.
You must use the Edit Comment button, or double-click the comment, to open the comment
box for editing.
How do you edit comments?
Deleting a Comment
You can easily remove comments from slides when they are no longer needed. If you simply
click the Delete button on the Review tab, PowerPoint removes the currently selected comment.
Click the Delete button’s drop-down arrow for other delete options: You can delete the current
comment, delete all comments (markup) on the current slide, or delete all comments throughout the presentation. In this exercise, you will delete a comment.
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STEP BY STEP
321
Delete a Comment
USE the HR Review Final presentation that is still open from the previous exercise.
1. With slide 1 displayed, right-click Karen Jones’s first comment, then click Delete
Comment on the shortcut menu. The comment is removed from the slide, leaving only
your first comment.
2. Go to slide 9, click the comment, and then click the Review tab if necessary.
6.1.4
How do you delete comments?
3. Click the Delete button. The comment is removed from the slide.
4. SAVE the presentation.
PAUSE. LEAVE the presentation open to use in the next exercise.
MERGING CHANGES FROM MULTIPLE COPIES
OF A PRESENTATION
The Bottom Line
When multiple people make changes on their own copies of a presentation, there is no longer a
master copy that incorporates everyone’s comments and changes. You can create one integrated
copy that contains all changes by comparing and combining presentations.
Comparing and Combining Presentations
Comparing presentations enables you to see the differences between two similar presentation
files. You can easily identify the changes that have been made to a copy of a presentation. The
Compare feature merges two presentation files. You then can use the Revisions pane and the
Compare group on the Review tab to see what differences exist between the merged versions,
and either accept or reject each revision. When you mark a revision for acceptance or rejection,
the change is not applied immediately; changes occur only when you click End Review. In this
exercise, you compare and combine two presentations.
STEP BY STEP
Compare and Combine Presentations
USE the HR Review Final presentation that is still open from the previous exercise.
The HR Summary
file is available on the book
companion website or in
WileyPLUS.
Figure 10-8
Select the presentation to
merge with the current one
1. On the Review tab, click Compare. The Choose File to Merge with Current Presentation
dialog box opens.
2. Navigate to the folder containing the data files for this lesson and select HR Summary
(see Figure 10-8).
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3. Click Merge. The Revisions task pane opens, and the first slide appears that contains
revisions (slide 3).
4. If the revision details do not appear, click the item in the Slide Changes section of the
Revisions task pane. A box appears adjacent to the slide showing the changes that
have been made. There were two changes: a deletion and an insertion, as shown in
Figure 10-9.
Figure 10-9
Review the changes made to
this slide
5. On the Review tab, click the Accept button.
6. Click the Next button in the Compare group. The next revision appears. It is a change
from 12% to 10%.
Take Note
Do not confuse the Next button in the Compare group with the Next button in the Comments
group.
7. Click the Accept button, and then click Next. The next revision appears. The changes
made to the Smart Art appear.
8. Click the Accept button, and then click Next. The next revision appears. It is a deletion
of a bullet point. Click Accept; then click Reject to change your mind.
9. Click Next. A message appears that you have reached the end of the changes. Click
Cancel.
10. On the Review tab, click End Review. A confirmation box appears; click Yes.
6.2.2
How do you compare and
combine presentations?
Take Note
11. Browse through the presentation to confirm that the changes were made. The
revisions you accepted were finalized, and the revision you rejected was discarded.
12. SAVE the presentation.
PAUSE. LEAVE the presentation open to use in the next exercise.
Comments appear as revisions in the Revisions pane, but are not affected by the process of
accepting or rejecting revisions.
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PROTECTING A PRESENTATION
The Bottom Line
Password-protecting a presentation file ensures that unauthorized users cannot view or make
changes to it. You can set, change, and remove passwords from a file. You can also mark a presentation as final, which doesn’t provide much security, but can prevent accidental changes.
Setting a Password
A password is a word or phrase that you, the user, must enter in order to get access to a file.
Adding a password to a presentation prevents anyone from opening the presentation who does
not know the password. Passwords are case-sensitive. You will assign a password to a presentation in this exercise.
STEP BY STEP
Set a Password
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, and click Protect Presentation. A menu appears.
2. Click Encrypt with Password. The Encrypt Document dialog box opens.
3. In the Password box, type ProtectMe. Black circles appear in place of the actual
characters you type. See Figure 10-10.
Figure 10-10
The Encrypt Document dialog
box
Take Note
The password used for this exercise is not a very strong password. It would not be that difficult
to guess, because it consists only of letters. When creating your own passwords, try to include a
combination of uppercase letters, lowercase letters, numbers, symbols, and spaces.
4. Click OK. Another dialog box appears asking you to confirm the password; type
ProtectMe again and click OK again.
5. Click the File tab, and click Close. When prompted to save your changes, click Save.
6. Click the File tab, and on the Recent list, click the HR Review Final.pptx document. A
Password dialog box opens.
7. In the Password box, type ProtectMe and click OK. See Figure 10-11.
Figure 10-11
The Password dialog box
8. SAVE the presentation.
PAUSE. LEAVE the presentation open to use in the next exercise.
Password-protecting a file, also called encrypting, prevents a presentation from being opened
by unauthorized users. Password-protection might be useful on a presentation that contains
sensitive data, such as human resources or medical information. If a user does not know the
password, he or she cannot open the file.
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Lesson 10
Another Way
If you want to prevent a file from being changed, but you don’t mind it being opened by anyone, you
can set the password in a different way. Click the File tab and click Save As, and then at the bottom
of the Save As dialog box, click Tools to open a menu, and click General Options. In the dialog box
that appears, there are boxes for Password to Open (which is the same as the password you learned to set in the
preceding steps) and Password to Modify. If you set a Password to Modify here, anyone will be able to open the
file, but only those who know the password will be able to make and save changes.
7.4.1
How do you set a password?
When choosing a password, try to think of one that is easy for you to remember but difficult for
others to guess. For example, you might use the name of a family pet with a number substituted
for one or more of the characters, or a combination of the street name and ZIP code you had
as a child.
Changing or Removing a Password
You can change a password in much the same way as you created it. To remove a password
entirely, use the same process as for changing it, but change it to a null string (blank, no characters, not even spaces). In this exercise, you will remove a password from a presentation.
STEP BY STEP
Change or Remove a Password
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, and click Protect Presentation. A menu appears.
2. Click Encrypt with Password. The Encrypt Document dialog box opens. The password
previously assigned is already filled in.
3. Double-click the current password and press the Delete key on the keyboard to clear it.
Take Note
In step 3, you could have entered a different password instead of removing the password entirely.
4. Click OK. The password has been removed.
7.4.2
5. Close the presentation and reopen it to confirm that no password prompt appears.
PAUSE. LEAVE the presentation open to use in the next exercise.
How do you change a
password?
Marking a Presentation as Final
When you have completed all work on a presentation, you can mark it as final to prevent
any further editing. When you use the Mark as Final command in a presentation, you can
open the presentation and read it, but you can no longer edit it or add comments. You are also
restricted in other activities, such as encrypting the document. For this reason, marking a presentation as final should be one of your last tasks when finalizing a presentation. In this exercise,
you mark a presentation as final.
STEP BY STEP
Mark a Presentation as Final
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, click Protect Presentation, and click Mark as Final. A confirmation
box appears that it will be marked as final and then saved.
2. Click OK to continue. A confirmation box appears that it has been marked as final.
3. Click OK to close the confirmation box.
4. Click the Home tab. Notice that the Ribbon is missing; instead, an information bar
appears with a message that the file is Marked as Final, as shown in Figure 10-12.
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Figure 10-12
The presentation has been
marked as final
Information bar
5. Click Edit Anyway. The Ribbon and editing capabilities are restored.
PAUSE. LEAVE the presentation open to use in the next exercise.
7.4.3
How do you mark a
presentation as final?
Marking a presentation as final does not prevent you from ever making additional changes to
a presentation. You can reverse the Mark as Final command by clicking Edit Anyway on the
information bar. All features are then available to you again.
SAVING AS A PRESENTATION IN DIFFERENT FORMATS
The Bottom Line
You can share your work in PowerPoint with others who do not have PowerPoint 2010 by saving
it in different formats. Each format is suited for a different usage; you choose the best one for
your situation.
Saving a Picture Presentation
A picture presentation looks, on the surface, the same as any other PowerPoint presentation. When you save as a picture presentation, however, PowerPoint saves each slide as a graphic,
and then replaces the slide’s content with that graphic. This can be useful in cases where you
want to copy individual slides into other applications as graphics, for example. In this exercise,
you save a presentation as a picture presentation.
STEP BY STEP
Save As a Picture Presentation
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, click Save As.
2. Open the Save as type drop-down list and click PowerPoint Picture Presentation.
3. In the File name box, type Pictures.
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4. Click Save. A message appears that a copy has been saved.
The Pictures file
is available on the book
companion website or in
WileyPLUS.
5. Click OK.
6. Open Pictures.pptx.
7. Click the background of slide 1. Notice that the entire slide appears with selection
handles around it.
8. Drag one of the corner selection handles inward, decreasing the size of the image.
Notice that all the slide’s content is a graphic placed on a blank slide (see Figure 10-13).
Figure 10-13
In a picture presentation, each
slide is a graphic on a plain
slide background
Another Way
You can also save
each slide individually as a
graphic in a number of formats.
To do this, choose File, Save
As and then set the file type
to one of the graphic formats
available, such as JPEG, GIF, TIF,
Device Independent Bitmap, or
Windows Metafile.
Blank slide
behind the
graphic
Graphic of
what was
previously
regular
slide content
9. CLOSE Pictures.pptx without saving the changes to it.
7.1.1
How do you save a picture
presentation?
STEP BY STEP
PAUSE. LEAVE HR Review Final.pptx open to use in the next exercise.
Saving a Presentation in PDF or XPS Format
PDF and XPS are page layout formats. They each create platform-independent files that
can be displayed on any computer system that has a reader for the format, and the files will display and print exactly the same way on any system or any printer. Page layout formats like XPS
and PDF are great for situations in which you want the content to be uneditable. People can
see the content exactly as you designed it, but cannot modify it. These formats also work well
for situations in which you are not sure which applications your audience may have installed, or
even what platform (Windows, Macintosh, etc.) they might be using. In this exercise, you save
a presentation as an XPS file.
Save a Presentation as an XPS File
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, and click Save & Send.
2. Click Create PDF/XPS Document in the File Types list of the Save & Send pane.
3. Click the Create PDF/XPS button on the right side of the pane (see Figure 10-14). The
Publish as PDF or XPS dialog box opens.
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Figure 10-14
Choose to create a PDF or XPS
document
4. Navigate to the folder where you store files for this lesson.
5. Open the Save as type drop-down list and click XPS Document.
6. In the File name box, type HR XPS.
7. Click Options. The Options dialog box opens, as shown in Figure 10-15.
Figure 10-15
The Options dialog box
8. Mark the Frame slides check box to add an outline frame around each picture.
9. Clear the Document properties check box so that the XPS file does not include the
document properties.
10. Click OK. You return to the Publish as PDF or XPS dialog box.
11. Click Publish. The presentation opens in the XPS Viewer utility. This utility comes free
with Windows Vista and higher versions.
Troubleshooting If you do not have the XPS Viewer utility, you can download it free from Microsoft.com.
12. Scroll through the presentation in the XPS Viewer, and then CLOSE the XPS Viewer
window.
PAUSE. LEAVE the HR Review Final presentation file open to use in the next exercise.
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7.1.2
How do you save a
presentation in PDF format?
XPS is a Microsoft page layout format, and XPS documents can only be viewed using the XPS
Viewer utility. This utility comes free with Windows Vista and Windows 7, and is available
for free download from Microsoft for other operating systems. PDF is an Adobe page layout
format, and can be viewed using a free utility called Adobe Reader (available for most operating systems) or a full-featured commercial program called Adobe Acrobat. PDF and XPS are
roughly equivalent in their functionality; choose which one to use based on what software you
think your target audience has.
Saving a Presentation as an Outline
How do you save a
presentation in XPS format?
The text from a presentation can be exported as a text-only outline that you can open in Word,
or in any application that supports the Rich Text Format (rtf) file type. Rich text format is a
generic file format that is compatible with almost all word-processing programs. Exporting text
as an outline can be useful if you need to repurpose the text from a presentation for a different
situation, say using the headings from a presentation as the basis for a report. In this exercise,
you save a presentation as an outline.
STEP BY STEP
Save a Presentation as an Outline
7.1.3
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, and click Save As.
2. Open the Save as type drop-down list and click Outline/RTF.
3. In the File name box, type Outline.
4. Click Save. The file is saved.
5. In Windows, navigate to the location where you saved the Outline.rtf file, and doubleclick it to open it in the application set as the default for RTF files on your system. (This
is probably Microsoft Word.)
6. Switch to Outline view in the application. (In Word, the command is View, Outline.)
Figure 10-16 shows the file opened in Word and displayed in Outline view.
Figure 10-16
The exported outline opened in
Word 2010
Another Way
Another way to
export an outline to Word is to
click the File tab, click Save &
Send, click Create Handouts,
and click the Create Handouts
button. Then in the Send to
Microsoft Word dialog box
shown in Figure 10-17, click
Outline Only and click OK.
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Figure 10-17
Send to Microsoft Word is
another way of exporting text
as an outline
7. Scroll through the outline to review how it was exported. Then close the application.
PAUSE. LEAVE the presentation file open to use in the next exercise.
7.1.4
How do you save a
presentation as an outline?
Text exported as an outline from PowerPoint does not include text in manually-placed text boxes,
or text typed into shapes. Therefore, be careful not to lose essential content when exporting as
an outline. You may need to edit the outline afterwards in Word or another word processing
program to add important text back in.
Saving a Presentation as an OpenDocument Presentation
OpenDocument is a standard format that many applications, including free Office suites
online such as OpenOffice, use to ensure compatibility between programs. If you are going
to share PowerPoint files with others who may use one of these applications, you may want to
save your work in OpenDocument format. Some of the features of PowerPoint 2010 may not
translate to the OpenDocument version, such as certain transitions and object types. In most
cases, special object types will be converted to regular graphics when saved in OpenDocument
format, such as SmartArt. In this exercise, you save a presentation in OpenDocument format.
STEP BY STEP
Save a Presentation in OpenDocument Format
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, and click Save As.
2. Open the Save as type drop-down list and click OpenDocument Presentation.
7.1.5
How do you save a
presentation as an
OpenDocument?
3. In the File name box, type HR Open.
4. Click Save. A warning appears, stating that the file may contain features that are not
compatible with this format.
5. Click Yes to confirm. The file is saved.
PAUSE. LEAVE the presentation file open to use in the next exercise.
After completing this exercise, if time permits, you may want to experiment with opening the
file in different open-source applications such as Google docs (http://www.google.com/googled-s/presentations) or Open Office (http://www.openoffice.org).
Saving a Presentation as a PowerPoint Show
A PowerPoint Show file is just a regular presentation file except that it opens in Slide Show
view by default. You may want to distribute a presentation in this format if you expect your
recipients to have PowerPoint installed on their PCs, but to be more interested in viewing the
show than in editing it. In this exercise, you save a presentation as a PowerPoint Show.
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Lesson 10
STEP BY STEP
Save a Presentation as a PowerPoint Show
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, and click Save As.
2. Open the Save as type drop-down list and click PowerPoint Show.
3. In the File name box, type HR Show.
4. Click Save. The file is saved in that format, and the new file is open in PowerPoint.
PAUSE. LEAVE the presentation file open to use in the next exercise.
7.1.6
How do you save a
presentation as a PowerPoint
Show?
When you save as a PowerPoint Show, nothing changes about the presentation except its file
extension: instead of .pptx, it is .ppsx. This differing extension prompts PowerPoint to open the
file in Slide Show view, rather than Normal view.
Saving a Slide or Object as a Picture
You can export individual slides or objects as pictures. In the case of a slide, the entire slide becomes a graphic, which you can then use in any application that accepts graphics. In the case of
an object, that individual object is saved as a graphic in any of a variety of formats you choose.
In this exercise, you save a slide as a picture.
STEP BY STEP
Save a Slide or Object as a Picture
USE the HR Review Final presentation that is still open from the previous exercise.
1. Go to slide 3.
2. Click the File tab, and click Save As.
3. Open the Save as type drop-down list and click JPEG File Interchange Format.
4. In the File name box, type Goals Achieved.
5. Click Save. A dialog box prompts you to choose whether to save every slide or only
the current slide. See Figure 10-18.
Figure 10-18
Choose to export the current
slide or all slides as graphics
6. Click Current Slide Only. The current slide is saved as a graphic with the name you
specified.
7. Go to slide 4.
8. Right-click the photo and click Save as Picture. The Save As Picture dialog box opens.
Another Way
You can also
copy and paste photos from
PowerPoint into your favorite
graphics program.
7.1.7
How do you save a slide or
object as a picture?
9. In the File name box, type Businessman.
10. Navigate to the folder where you are storing the files for this lesson. (By default your
Pictures folder appears.)
11. Click Save. That photo is saved as a separate graphic.
PAUSE. LEAVE the presentation file open to use in the next exercise.
Saving objects as graphics enables you to export specific content from PowerPoint for use in
other applications. For example, you can use PowerPoint to store photos, and then export them
as separate graphics whenever you need one of them.
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CREATING A VIDEO
The Bottom Line
You can create a video from a PowerPoint presentation that can then be shared with people
who don’t have PowerPoint, but who do have some type of application that plays video
clips.
Creating a Video
Videos are a great way to distribute self-running presentations to people who don’t have
PowerPoint. PowerPoint creates videos in Windows Movie Video (wmv) format, a
common video format that most applications support. You can distribute videos on websites,
via email, or on CD-ROM. In this exercise, you will make a video from a presentation.
STEP BY STEP
Create a Video
USE the HR Review Final presentation that is still open from the previous exercise.
1. Click the File tab, and click Save & Send.
2. Click Create a Video. The Create a Video controls appear in Backstage view. See
Figure 10-19.
Figure 10-19
Set the options for creating a
video
3. Click the up increment arrow on the Seconds to spend on each slide text box until the
setting is 10:00.
4. Click Create Video. The Save As dialog box opens.
5. In the File name box, type HR Video.
6. Navigate to the location where you are storing the files for this lesson.
7.2.2
How do you create a video?
7. Click Save. The video is created. A progress bar in the status bar shows the creation.
Wait until the creation is complete before going on to the next step.
8. CLOSE PowerPoint, saving your changes to the presentation file.
9. In Windows, navigate to the folder containing the video and double-click the video clip
to play it in your default application for video clips (probably Windows Media Player).
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Lesson 10
SKILL SUMMARY
In This Lesson
You Learned How To:
Work with comments.
Exam Objective
Objective
Number
Insert and edit comments.
Show or hide markup.
Move to the previous or next
comment.
Delete comments.
6.1.1
6.1.2
6.1.3
Merge changes from multiple
copies of a presentation.
Compare and combine
presentations.
6.2.2
Protect a presentation.
Set a password.
Change a password.
Mark a presentation as final.
7.4.1
7.4.2
7.4.3
Save a presentation in
different formats.
Save the presentation as a picture
presentation.
Save the presentation as a PDF.
Save the presentation as an XPS.
Save the presentation as an outline.
Save the presentation as an
OpenDocument.
Save the presentation as a show
(.ppsx).
Save a slide or object as a picture
file.
7.1.1
Create video.
7.2.2
Create a video.
6.1.4
7.1.2
7.1.3
7.1.4
7.1.5
7.1.6
7.1.7
Knowledge Assessment
Fill in the Blank
Fill in each blank with the term or phrase that best completes the statement.
1. A(n) ________________ is a note you can insert directly on a slide.
2. When you compare and ________________ presentations, you consolidate all changes
into a single copy.
3. A(n) ________________ encrypts a presentation file so that only authorized users can
open it.
4. To make changes to a comment, click the comment marker and then click the
________________ button on the Review tab.
5. A(n) ________________ presentation converts each slide to a graphic and places the
graphics on blank slide backgrounds.
6. PowerPoint saves in page layout formats including XPS and ________________.
7. ________________ Text Format is a common word processing format to which
PowerPoint exports outlines.
8. To exchange files with someone who uses OpenOffice, save your presentation in
________________ format.
9. If you save a presentation in PowerPoint Show format, it opens in ________________
view by default.
10. When you create a video from a presentation, PowerPoint saves it in ________________
format.
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Multiple Choice
Circle the correct answer.
1. To hide comments in a presentation, click the _____ button.
a. Hide Markup
b. Show Markup
c. Show/Hide Comments
d. Change Comment View
2. When you save a PowerPoint 2010 presentation in a file format that doesn’t support
SmartArt or other PowerPoint-specific graphics, those objects are:
a. saved as uneditable pictures.
b. deleted.
c. preserved just as in the 2010 presentation.
d. converted to shapes.
3. What color are comment boxes?
a. Pink
b. Yellow
c. Green
d. Different colors for each user
4. How do you change the user name that will appear on each comment?
a. Manually type your name into each comment
b. Click File > Options and type a different User Name and Initials
c. Click the Change User button on the Home tab
d. Click the Manage Comments button on the Review tab
5. Passwords you assign to PowerPoint files are case-sensitive.
a. True
b. False
6. How do you remove a password from a PowerPoint file?
a. Change the password to a null string.
b. Click Encrypt with Password, then click Decrypt.
c. Click Encrypt with Password, then click Remove.
d. Click the File tab, then click Unprotect.
7. Marking a presentation as final is:
a. the same level of security as password protection.
b. not as strong security as password protection.
c. stronger security than password protection.
8. What is required in order for a user to read a PDF file?
a. Adobe Reader or Adobe Acrobat
b. XPS Viewer
c. A Macintosh computer
d. Windows 95 or higher
9. What happens to text that is typed inside shapes or manually created text boxes when
you save a presentation as an outline?
a. It is included in the outline.
b. It is not included in the outline.
c. You can specify whether you want it included in the outline.
10. To save as a video, start by clicking the File tab, then click:
a. Save & Send.
b. Save As.
c. Print.
d. Info.
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Lesson 10
Competency Assessment
Project 10-1: Messenger Messages
You are the new Marketing Manager for Consolidated Messenger. The company owner has given you
a presentation to review with his comments already inserted and has asked you to add your own
comments in response to his and describe any changes you would make.
GET READY. LAUNCH PowerPoint if it is not already running.
1. OPEN the Sales Pitch presentation and save it as Sales Pitch Final.
The Sales Pitch
file is available on the book
companion website or in
WileyPLUS.
2. Click the Review tab, and then click the Next button to read the comment on slide 1.
3. Click Next and read the comment on slide 3, then click Next again to read the
comment on slide 5.
4. Click the Previous button twice to return to the comment on slide 1.
5. Click the Delete button to delete the comment on slide 1.
6. Click the New Comment button and insert the following comment:
I think the template is fine as is.
7. Go to slide 3 and insert the following comment:
I will try to find a picture with color values more in line with the template.
8. Go to slide 5 and delete the comment.
9. SAVE the presentation and then CLOSE the file.
LEAVE PowerPoint open for use in the next project.
Project 10-2: Travel Protection
You are a travel agent working for Margie’s Travel Agency. Blue Yonder Airlines has asked you to start
pitching their services to corporate clients and has sent you a copy of their presentation. Your contact at
Blue Yonder has asked you to share the presentation with other agents in your office, but she does not
want anyone to change the presentation. You can use PowerPoint features to safeguard the presentation.
1. OPEN the Airline Overview presentation and save it as Airline Overview Final.
The Airline Overview file is available on the
book companion website or in
WileyPLUS.
2. Click the comment on slide 1 to open it, and then read the comment.
3. Right-click the comment and then click Delete Comment.
4. Click the File tab, click Protect Presentation, and click Mark as Final.
5. Click OK twice to save the presentation and mark it as the final version.
6. Close the presentation file.
7. Reopen Airline Overview, and save it as Airline Overview Protected.
8. Click the File tab, click Protect Presentation, and click Encrypt with Password.
9. In the Password box, type ProtectMe, and click OK.
10. In the Reenter password box, type ProtectMe, and click OK.
11. CLOSE the file, saving your changes if prompted.
LEAVE PowerPoint open for use in the next project.
Proficiency Assessment
Project 10-3: Confidential Feedback
The Hospital Complaints file is available on the
book companion website or in
WileyPLUS.
You are the research director at Trey Research. You have just completed a confidential presentation for
Center City Hospital regarding recent complaints from patients. You will save the file with a password, and create an XPS version of the presentation to distribute to upper management.
1. OPEN the Hospital Complaints presentation and save it as Hospital Complaints Final.
2. Click the File tab and click Save & Send.
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3. Click Create PDF/XPS Document.
4. Click the Create PDF/XPS button.
5. In the Publish as PDF or XPS dialog box, change the name in the File name text box to
Hospital Complaints Distribution.
6. Open the Save as type drop-down list and click XPS Document if it is not already
selected.
7. Click Publish.
8. Close the XPS Viewer.
9. Click the File tab and click Protect Presentation, then click Encrypt with Password.
10. In the Password box, type ProtectMe and click OK.
11. Type ProtectMe again and click OK.
12. Click the Home tab to exit from Backstage view.
13. CLOSE the file, saving changes to it if prompted.
LEAVE PowerPoint open for use in the next project.
Project 10-4: Adventure Review
You are the owner of Adventure Works, a company that offers outdoor adventures for groups of young
people. The marketing manager has created a presentation to show to some local civic organizations
and wants your feedback on it. You can share your ideas using comments.
The Adventures file
is available on the companion
website.
1. OPEN the Adventures presentation and save it as Adventures Final.
2. Read the comment on slide 1.
3. Go to slide 2 and add the following comment:
Don’t forget our new Horseback Trekking adventure.
4. Go to slide 4 and add the following comment:
Can we replace this picture with a more youth-oriented one?
5. Drag the comment marker closer to the picture.
6. Go to slide 5 and add the following comment:
Good job, Marie. I like the clean, modern look of this theme.
7. Go to slide 1 and delete Marie’s comment.
8. Go back to slide 4 and change your comment to read:
I like this picture, but can we replace it with a more youth-oriented one?
9. Hide all comments.
10. SAVE the presentation and then CLOSE the file.
LEAVE PowerPoint open for use in the next project.
Mastery Assessment
Project 10-5: Training Day
You are the Training Manager for Northwind Traders. You have just finished a presentation for your
trainers to use in training new cashiers, and a draft has been reviewed by one of your coworkers. You
will merge the coworker’s changes with your own copy of the presentation. Then you will save the
presentation as a Picture presentation, and then save one of the picture presentation’s slides as a
separate PNG graphic.
1. OPEN the Training presentation and save it as Training Final.
The Training file is
available on the book companion website or in WileyPLUS.
2. Use the Compare feature to merge this presentation with Training Revisions.
3. Reject the change on slide 1, and accept the changes on all other slides. End the
review.
4. Save the presentation as a Picture presentation. Name the file Training Pictures.
5. Close the Training Final presentation, and open Training Pictures.
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Lesson 10
6. Right-click slide 5, and choose Save as Picture.
7. Change the Save as type to PNG Portable Network Graphics Format.
8. Save the picture as Training Common Questions in the folder where you are storing
the files for this lesson.
9. SAVE and CLOSE the presentation.
LEAVE PowerPoint open for the next project.
Project 10-6: Video Production
You are the owner of Southridge Video. You want to share a presentation you have created with a
potential vendor, but he doesn’t have PowerPoint. You will make a video of the presentation that you
can share with him, and you will export an outline of the text in the presentation.
1. OPEN the Video presentation.
The Video file is available on the book companion
website or in WileyPLUS.
2. Click the File tab, click Save & Send, and click Create a Video.
3. Set the Seconds to Spend on Each Slide setting to 12 seconds.
4. Save the video as Southridge.wmv.
5. Click the File tab, click Save & Send, and click Create Handouts.
6. Create Outline Only handouts in Word.
7. Save the Word document as Southridge Outline.docx and close it. Exit Word.
8. CLOSE the presentation file. Do not save changes to it if prompted to do so.
EXIT PowerPoint.
INTERNET READY
In this lesson, you learned about several
different file formats that PowerPoint can save in. Look in
the Save as type drop-down list in the Save as dialog box, and
type the names of the file formats into a Word or Notepad
document. Use the Internet to find an application that uses
each of these file formats, and write a report that explains one
possible usage of each of the file formats.